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Coordinating multiple projects and sharing sensitive documents selectively

I have 5 vendors working on a project. All five vendors have tasks which are significant projects in their onw right. There are interdenpendencies. I want to coordinate the project in a way that there is one gantt chart for the overall project which all vendors and their teams can see, their project managers can edit and communicate. I want to attach project related documents like drawings, qoutes, email exchange with supplier etc but want to be selective as to who can see what document; i don't want to share confidential documents with every body with access to project sheet but want to have all relevant documents attached/stored witht the projectd sheet.

Would appreciate your help.

问候

Sukhdev

Comments

  • I have a suspicion you might be able to do this with reporting, but I've not tested it. I use reports to pull a subset of my schedules into OfficeTimeline+, so that I don't have to pull in the entire schedule. I find they are a very useful tool to filter out information in the manner that you describe.

    Peter

  • Travis
    Travis Employee

    Peter is correct,reportscan likely do most of what you are looking for.

    With reports, you can have individual sheets for each project, then combine them into a single report with a Gantt chart. You can control the permissions users have on the report (read only, editable).

    A couple things to consider with reports:

    Users will only see data in the report from sheets they are shared to. This means in your project manager is shared to all the sheets contained in the report, they will see all the data in the report. But if you have a vendor who is only shared to one sheet which contains their data, they will only see data from that one sheet in the same report.

    If you dont want to share any of the underlining sheets with a user but you want them to see the report, you canpublisha read only copy of the report.

This discussion has been closed.
Try this:<\/p>

=IF([Date Response Sent]@row <> \"//www.santa-greenland.com/community/discussion/3933/\", [Date Response Sent]@row + 30, IF([Response Due Date]@row <> \"//www.santa-greenland.com/community/discussion/3933/\", [Response Due Date]@row, DATEONLY([Date Created]@row) + 30))<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":322,"name":"Formulas and Functions","url":"https:\/\/community.smartsheet.com\/categories\/formulas-and-functions","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":254,"urlcode":"Formulas","name":"Formulas"},{"tagID":485,"urlcode":"community-champions","name":"Community Champions"}]},{"discussionID":108737,"type":"question","name":"Visibility on Form Submission","excerpt":"Is there a way to increase visibility for requestors on their submitted requests? Like is it possible to send the requestors all of the requests they've submitted so they can see what they've requested, date, description, etc.","snippet":"Is there a way to increase visibility for requestors on their submitted requests? Like is it possible to send the requestors all of the requests they've submitted so they can see…","categoryID":321,"dateInserted":"2023-08-09T15:23:45+00:00","dateUpdated":"2023-08-09T15:24:46+00:00","dateLastComment":"2023-08-09T18:04:13+00:00","insertUserID":164850,"insertUser":{"userID":164850,"name":"ocanel","title":"Analyst","url":"https:\/\/community.smartsheet.com\/profile\/ocanel","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/defaultavatar\/nWRMFRX6I99I6.jpg","dateLastActive":"2023-08-09T17:57:31+00:00","banned":0,"punished":0,"private":false,"label":"✭"},"updateUserID":91566,"lastUserID":8888,"lastUser":{"userID":8888,"name":"Andrée Starå","title":"Smartsheet Expert Consultant & Partner | Workflow Consultant \/ CEO @ WORK BOLD","url":"https:\/\/community.smartsheet.com\/profile\/Andr%C3%A9e%20Star%C3%A5","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/0PAU3GBYQLBT\/nXWM7QXGD6464.jpg","dateLastActive":"2023-08-10T00:12:52+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":5,"countViews":35,"score":null,"hot":3383201878,"url":"https:\/\/community.smartsheet.com\/discussion\/108737\/visibility-on-form-submission","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108737\/visibility-on-form-submission","format":"Rich","tagIDs":[204,324,334,440,448],"lastPost":{"discussionID":108737,"commentID":389865,"name":"Re: Visibility on Form Submission","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/389865#Comment_389865","dateInserted":"2023-08-09T18:04:13+00:00","insertUserID":8888,"insertUser":{"userID":8888,"name":"Andrée Starå","title":"Smartsheet Expert Consultant & Partner | Workflow Consultant \/ CEO @ WORK BOLD","url":"https:\/\/community.smartsheet.com\/profile\/Andr%C3%A9e%20Star%C3%A5","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/0PAU3GBYQLBT\/nXWM7QXGD6464.jpg","dateLastActive":"2023-08-10T00:12:52+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭✭✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-09T17:57:54+00:00","dateAnswered":"2023-08-09T15:59:17+00:00","acceptedAnswers":[{"commentID":389837,"body":"

@ocanel<\/a> <\/p>

Excellent, and yes, I am too! Thanks!<\/p>

I'd recommend using Dynamic View.<\/p>

Share it with your company domain.<\/p>

When the user accesses it, they would only see their own submissions.<\/p>

More info.<\/p>

\n \n https:\/\/help.smartsheet.com\/learning-track\/integrations-and-add-ons\/dynamic-view\n <\/a>\n<\/div>

Would that work\/help?<\/p>

Remember! <\/strong>Did my post(s) help or answer your question or solve your problem? Please support the Community by <\/em>marking it Insightful\/Vote Up\/Awesome or\/and as the accepted answer<\/em><\/strong>. It will make it easier for others to find a solution or help to answer!<\/em><\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":204,"urlcode":"Forms","name":"Forms"},{"tagID":324,"urlcode":"community-platform","name":"Community Platform"},{"tagID":334,"urlcode":"automations","name":"Automations"},{"tagID":440,"urlcode":"project-management","name":"Project Management"},{"tagID":448,"urlcode":"workflows-in-smartsheet","name":"Workflows in Smartsheet"}]},{"discussionID":108733,"type":"question","name":"Combining multiple IF(OR statements","excerpt":"I'm trying to combine these three functional IF(OR statements into a single working formula: =IF(OR(Webinar@row = \"Session 1|Afternoon\", Webinar@row = \"Session 1|Evening\"), \"08\/24\/2023\") =IF(OR(Webinar@row = \"Session 2|Afternoon\", Webinar@row = \"Session 2|Evening\"), \"08\/29\/2023\") =IF(OR(Webinar@row = \"Session 3|Afternoon\",…","snippet":"I'm trying to combine these three functional IF(OR statements into a single working formula: =IF(OR(Webinar@row = \"Session 1|Afternoon\", Webinar@row = \"Session 1|Evening\"),…","categoryID":321,"dateInserted":"2023-08-09T15:03:32+00:00","dateUpdated":null,"dateLastComment":"2023-08-09T15:39:06+00:00","insertUserID":154566,"insertUser":{"userID":154566,"name":"Draykov","url":"https:\/\/community.smartsheet.com\/profile\/Draykov","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/YUD6MF5OSNWQ\/nCTGFDW964F4K.png","dateLastActive":"2023-08-09T16:06:28+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"updateUserID":null,"lastUserID":154566,"lastUser":{"userID":154566,"name":"Draykov","url":"https:\/\/community.smartsheet.com\/profile\/Draykov","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/YUD6MF5OSNWQ\/nCTGFDW964F4K.png","dateLastActive":"2023-08-09T16:06:28+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"},"pinned":false,"pinLocation":null,"closed":false,"sink":false,"countComments":3,"countViews":40,"score":null,"hot":3383190758,"url":"https:\/\/community.smartsheet.com\/discussion\/108733\/combining-multiple-if-or-statements","canonicalUrl":"https:\/\/community.smartsheet.com\/discussion\/108733\/combining-multiple-if-or-statements","format":"Rich","tagIDs":[254],"lastPost":{"discussionID":108733,"commentID":389831,"name":"Re: Combining multiple IF(OR statements","url":"https:\/\/community.smartsheet.com\/discussion\/comment\/389831#Comment_389831","dateInserted":"2023-08-09T15:39:06+00:00","insertUserID":154566,"insertUser":{"userID":154566,"name":"Draykov","url":"https:\/\/community.smartsheet.com\/profile\/Draykov","photoUrl":"https:\/\/us.v-cdn.net\/6031209\/uploads\/userpics\/YUD6MF5OSNWQ\/nCTGFDW964F4K.png","dateLastActive":"2023-08-09T16:06:28+00:00","banned":0,"punished":0,"private":false,"label":"✭✭"}},"breadcrumbs":[{"name":"Home","url":"https:\/\/community.smartsheet.com\/"},{"name":"Get Help","url":"https:\/\/community.smartsheet.com\/categories\/get-help"},{"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B"}],"groupID":null,"statusID":3,"attributes":{"question":{"status":"accepted","dateAccepted":"2023-08-09T15:33:00+00:00","dateAnswered":"2023-08-09T15:20:07+00:00","acceptedAnswers":[{"commentID":389820,"body":"

Hi @Draykov<\/a>,<\/p>

This is an easy fix - you have some brackets in the wrong place which is causing the IF statements to not be nested properly. When combining the individual IFs, the closing brackets should end up at the end of the combined statement, with a comma separating to make the false part of the IF statement, like so:<\/p>

=IF(OR(Webinar@row = \"Session 1|Afternoon\", Webinar@row = \"Session 1|Evening\"), \"08\/24\/2023\", IF(OR(Webinar@row = \"Session 2|Afternoon\", Webinar@row = \"Session 2|Evening\"), \"08\/29\/2023\", IF(OR(Webinar@row = \"Session 3|Afternoon\", Webinar@row = \"Session 3|Evening\"), \"08\/31\/2023\")))<\/p>

Give this a whirl and it should work for you - if there are still issues then post what error you're getting! 😊<\/span><\/p>"},{"commentID":389821,"body":"

Hey @Draykov<\/a>. Looks like it's just placement of parentheses! Try the below<\/p>

=IF(OR(Webinar@row = \"Session 1|Afternoon\", Webinar@row = \"Session 1|Evening\"), \"08\/24\/2023\", IF(OR(Webinar@row = \"Session 2|Afternoon\", Webinar@row = \"Session 2|Evening\"), \"08\/29\/2023\", IF(OR(Webinar@row = \"Session 3|Afternoon\", Webinar@row = \"Session 3|Evening\"), \"08\/31\/2023\")))<\/p>"}]}},"status":{"statusID":3,"name":"Accepted","state":"closed","recordType":"discussion","recordSubType":"question"},"bookmarked":false,"unread":false,"category":{"categoryID":321,"name":"Smartsheet Basics","url":"https:\/\/community.smartsheet.com\/categories\/smartsheet-basics%2B","allowedDiscussionTypes":[]},"reactions":[{"tagID":3,"urlcode":"Promote","name":"Promote","class":"Positive","hasReacted":false,"reactionValue":5,"count":0},{"tagID":5,"urlcode":"Insightful","name":"Insightful","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":11,"urlcode":"Up","name":"Vote Up","class":"Positive","hasReacted":false,"reactionValue":1,"count":0},{"tagID":13,"urlcode":"Awesome","name":"Awesome","class":"Positive","hasReacted":false,"reactionValue":1,"count":0}],"tags":[{"tagID":254,"urlcode":"Formulas","name":"Formulas"}]}],"initialPaging":{"nextURL":"https:\/\/community.smartsheet.com\/api\/v2\/discussions?page=2&includeChildCategories=1&type%5B0%5D=Question&excludeHiddenCategories=1&siteSectionID=0&sort=-hot&limit=3&expand%5B0%5D=all&expand%5B1%5D=-body&expand%5B2%5D=insertUser&expand%5B3%5D=lastUser&status=accepted","prevURL":null,"currentPage":1,"total":10000,"limit":3},"title":"Trending Posts","subtitle":null,"description":null,"noCheckboxes":true,"containerOptions":[],"discussionOptions":[]}">

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